FINANCE & ADMINISTRATIVE ASSOCIATE


Location : New York, UNITED STATES OF AMERICA
Application Deadline :24-Oct-11
Type of Contract :FTA Local
Post Level :GS-7
Languages Required :
English  
Duration of Initial Contract :one year
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

The goal of the Strategic Resource Management (SRM) Division is to support the effective steering and management of the Bureau for Crisis Prevention and Recovery (BCPR) through timely and strategic information and advice on status, allocation and management of the resources available to BCPR. The SRM Division is responsible for ensuring adherence to all relevant administrative and operational policies and procedures, such as those related to security, finance, human resources, procurement, travel, information technology, etc.

The Division is coordinated by a Chief (SRMD), who is also a member of the BCPR Senior Leadership, and reports directly to the Bureau Director. The SRM Division is one of three Divisions that constitute the Bureau for Crisis Prevention and Recovery. The other two are the Policy and Planning Division (PPD) and the Advisory and Programmatic Support Division (APSD). SRM works closely with the other Divisions to ensure effective collaboration and speedy quality services to all BCPR clients. In addition, it performs secondary supervisory functions for the operations/administrative staff based in Geneva.

Under the overall guidance of the Chief (SRMD), and the direct supervision of the Operations Manager, the Finance & Administrative Associate will provide leadership in the execution of financial services within BCPR New York through ensuring effective and transparent utilization of financial resources and integrity of financial services including best practice on resources monitoring and early warning mechanism. The incumbent will also be responsible for day-to-day processing of finance-related transactions as well as promoting a client-oriented approach consistent with UNDP rules and regulations.


Duties and Responsibilities

  • Provides support to financial management and oversight of BCPR New York resources (including maintenance of internal expenditure control system, Atlas approver role Level 1);
  • Provides administrative support to the Strategic Resource Management Division (SRMD) (travelling processing, filing, accuracy of financial records, corrections in Atlas, etc.);
  • Performs positions and payroll interface management;
  • Supports knowledge building and knowledge sharing.

Provides support to financial management and oversight of BCPR New York resources (including maintenance of internal expenditure control system, Atlas approver role Level 1), focusing on achievement of the following results:

  • Ensuring full compliance with UNDP rules and regulations of financial processes, financial records and reports, implementation of effective Internal Control Framework by maintaining segregation of duties for all financial transactions and audit follow-up;
  • Performance of Approver 1 functions in ATLAS;
  • Processing of procurement and financial transactions in ATLAS, reviewing them for accuracy of computation and completeness of supporting documentation and compliance with financial rules and regulations for certification/ approval;
  • Initiation of correspondence to verify data, answer queries and obtain additional information on accounts and financial transaction as required;
  • Providing advice and support to other Programme Assistants in BCPR on business processes and compliance with policy and procedural requirements.

Provides administrative support to the Strategic Resource Management Division (SRMD), (travel processing, filing, accuracy of financial records, corrections in Atlas, etc.) focusing on achievement of the following results:

  • Approval of travel requests in ATLAS in line with UNDP Travel Manual; calculation of DSA entitlements and claims and ensure the timely settlement of these claims;
  • Maintenance of a good and organized filing system necessary for audit purposes;
  • Support to Finance Unit staff on substantive and technical matters and strengthening of team performance through coaching and development;
  • Focal point for substantive and technical matters regarding ATLAS processes;
  • Preparation of financial reports on income and related expenditures;
  • Thorough review of all payments, through several reports in ATLAS, to ensure that they have been recorded and budgets are aligned with Approved Spending Limits, including disbursement authorizations sent to country offices;
  • Maintenance of an internal expenditures control system which ensures that vouchers processed are matched and completed and transactions are correctly recorded and posted in ATLAS;
  • Timely corrective action on unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers;
  • Accurate and efficient month-end and year-end closing of accounts and timely submission of all financial reports to Headquarters and/or other UN agencies;
  • Provision of logistical support to workshops;
  • Follow-up on reimbursements for telephone calls and other services ensuring that reimbursements to UNDP are endorsed to Treasury for credit to the relevant COA.

Performs positions and payroll interface management, focusing on achievement of the following results:

  • In coordination with the HR Unit, regular liaison with BOM to ensure that 100 series staff are assigned to correct posts and reflect the correct chart field data;
  • Updating and validation of position distribution of chart field data on all positions and ensure availability of funds;
  • Generation of HR Reports to facilitate overall process of position management.

Supports knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in all relevant UNDP and external trainings;
  • Drawing together synthesis reports of lessons learnt and best practices;
  • Contribution to UNDP knowledge networks and communities of practice.

Impact of Results:

The key results have an impact on the overall performance of the Strategic Resource Management Division and success in implementation of UNDP programme. Accurate analysis, data entry and presentation of information ensure proper programme implementation.


Competencies

Functional Competencies:

BUILDING STRATEGIC PARTNERSHIPS: Maintaining information and databases

  • Maintains databases of donor information;
  • Tracks and reports on mobilized resources.
PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING: Basic research and analysis
  • Identifies and communicates opportunities to promote learning and knowledge sharing;
  • Develops awareness of the various internal/external learning and knowledge-sharing resources.
JOB KNOWLEDGE/ TECHNICAL EXPERTISE: Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • Demonstrates good knowledge of information technology and applies it in work assignments.
CLIENT ORIENTATION: Maintains effective client relationships
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.
PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT: Gathering and disseminating information
  • Prepares timely inputs to reports;
  • Maintains databases.
Core Competencies:
  • Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity
    Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment
    Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients
  • Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking
    Takes initiative and seeks opportunities to initiate action
  • Working in Teams: Acting as a team player and facilitating team work
    Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity
  • Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
    Uses tact and sensitivity when delivering sensitive information or resolving delicate issues
  • Self-Management & Emotional Intelligence: Creating synergies through self-control
    Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement
  • Conflict Management/Negotiating & Resolving Disagreements: Managing conflict
    Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict
  • Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others
    Actively seeks learning opportunities, adopting best practices created by others
  • Appropriate and Transparent Decision-making: Informed and transparent decision making
    Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level.


Required Skills and Experience

Education:

  • Secondary education with specialized certification in Accounting and Finance.

Experience:

  • At least 7 years of progressively responsible administrative or programme experience at the national or international level is required;
  • Experience in handling web-based management systems, especially in relation to the ATLAS project management and financial control system;
  • Experience in the usage of computers and office software packages (MS Word Excel, etc.) and advanced knowledge of spreadsheet and database packages;
  • Knowledge of UN and UNDP systems and procedures.

Language Requirements:

  • Fluency in English, both oral and written, is required;
  • Working knowledge of other UN official languages is a an asset.

Other:

  • UNDP Accountancy and Finance Test (UNDP/AFT) required.


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